RSO TREASURER TRAINING Presented by the Office of Student Involvement & Student Government

Learning Outcomes Participants will:  Gain knowledge and understanding of student organization funding resources, policies, and opportunities.  Develop collaborative relationships with key students and staff members involved in the funding and purchasing processes at FGCU.

People to Know Felicia Nachef – Budget Assistant  Ensures sufficient funds are available  General budget information & account numbers  Michael Danis – Student Government Treasurer  Ensures purchases align with finance code  Sue Hertle – Executive Secretary  Makes purchases for student organizations  Sendi Colquitt – Coordinator for Student Organization Development  Ensures organization is active and in good standing 

TREASURER’S RESPONSIBILITIES  Attend Treasurer Training;  Prepare the annual student organization budget;  Sign off on all purchasing paperwork;  Maintain all account numbers and information;  Pay any bills;  Coordinate fundraising efforts;  Encourage responsible spending and purchasing.

Annual Budget Applications Due OCTOBER 10 TH at 12pm to Multicultural and Leadership Development Office; Cohen Center 2 nd Floor Mandatory budget information sessions – sign up here!here

A&S Fees Funding Annual Budget Senate Bills Student Government Funding

Funding 101: Activity & Service (A&S)Fees Tuition & Fee Details: Fall 2013, Spring 2014 & Summer 2014 Tuition & Fee Details: Fall 2013, Spring 2014 & Summer 2014

A&S Funding Procedures  What you can purchase:  Food, catering services, and other general items/services  Contractual services (performers, lecturers, speakers)  Travel related items/services What you cannot purchase:  Alcohol  Direct or indirect contribution to a political candidate, party or committee  Rental of or expenditures towards functions hosted in a private residence  Use of A&S fees to benefit activities for which admission fee is charged to students  Transfer A&S funds to outside revenue accounts  Scholarships  Graduation related items  Placement tests, preparation courses, or certification courses  Plaques, awards and other non-monetary tokens of recognition exceeding $100  Cash awards  Fines, late fees, penalties (including parking tickets)  Any purchase of chemicals unless approved by the Office of Environmental Health and Safety

Student Government Annual Budget Process 1. Receive ABA Form from Student Government 2. Create a budget with your advisor and fellow officers. Turn into MLD Office. LATE ABA WILL NOT BE ACCEPTED! 3. ABAs are reviewed by the SG Senate Appropriations Committee 6. Each group will get a hearing to meet with SG Senate Appropriations Committee 5. SG Appropriations committee approves Budget 4. SG Senate approves Budget 7. Student Body President approves Budget 8. University President approves Budget 9. Funds are uploaded into accounts on July 1st

SENATE BILL PROCESS (6 to 8 weeks to complete) *Cannot spend money before it is uploaded into your account Contact Senate President: Submit Senate Bill request form with proper documentation to MLD Meet with bill sponsor and work with them to author bill Sponsor will submit bill to Senate Executive Bill reviewed by Senate Committees Bill placed under first reading One week later, bill placed under second reading and voted on by Senate If passed, bill receives necessary signatures and is processed If applicable, funds deposited into account within 7-10 business days

A&S BUDGET TRANSFER FORM  Maximum of 4 transfers per fiscal year  Maximum transfer of $1,500  Above $1,500/ submit Senate Bill  Travel pool cannot exceed $7,500.  Submit to Felicia Nachef in CC 275  Transfer will not be made unless approved by SG treasurer

Off Campus Bank Accounts  Primarily used to store fundraising monies, pay tips & gratuities, reselling items for a profit, dues and donations  A Tax ID or Employee Identification Number (EIN) must be established by the RSO before opening an account; can be created at any time  Available to open an account at any bank of your choice  i.e. Wells Fargo, Bank of America, Suntrust, SunCoast, etc.  Can be a checking or savings account  Account may or may not have monthly or annual maintenance fees  Money cannot be transferred between an A&S and Off Campus bank account  Please see the Off-Campus Banking manual for guidelines

Purchase Orders Purchase Orders Pre-Authorization Forms Pre-Authorization Forms Payee Invoices Payee Invoices Purchasing & Spending Money

PURCHASE ORDER REQUEST FORM FAQs Who needs to sign? Who needs to sign? At least two Officers & your Advisor Where do I submit this form? Where do I submit this form? Office of Student Involvement ONLY What document(s) do I need to submit with this form? What document(s) do I need to submit with this form? A quote, invoice, estimate, contract, etc. from the company or vendor. How early do I need to turn it in? How early do I need to turn it in? At least 2 weeks in advance. Who makes the actual purchases? How? Who makes the actual purchases? How? Sue Hertle makes all purchases by using a University credit card or by processing a purchase requisition through Procurement for a check.

SIGNATURE PROCESS

Reimbursements

Pre-Authorization Form  Authorizes  Authorizes the reimbursement of a purchase to be made verifying that it does not violate the Finance Code or that funds are available  Submit 2 weeks in advance; pink copy must be turned in with Payee Invoice  Signature Process:  A&S Budget Assistant  SG Treasurer  Coordinator for Student Organization Development

PAYEE INVOICE FAQs Who needs to sign this form? At least two Officers & your Advisor Where do I submit this form? Office of Student Involvement ONLY What document(s) do I need to submit with this form? The pink copy of your Pre-Authorization form AND Original/itemized receipts How early do I need to turn it in? ASAP; Procurement will only accept legible and original/itemized receipts. If you hold onto the receipts for too long, there is a chance that it will fade or get lost. Faded or copies of receipts will not be accepted at that time. How can I guarantee my reimbursement? Complete a Pre-Authorization Form to authorize your purchase before it’s made. Additional Information:  General cash advances are never allowed  Procurement now allows for tax to be reimbursed

TRAVEL: Purchasing & Reimbursements  Rental Cars  Submit Payee Invoice with gas receipts and MapQuest or Google Maps printout at all times. Starting location is always FGCU.  Rental of vehicle can be done prior to departure with a Purchase Order Form or upon return with a Payee Invoice (gas and rental vehicle can be reimbursed on the same Payee Invoice with all receipts). Remember that a pre-authorization form will be needed if rental vehicle is not secured through a purchase order.  Personal vehicle  Reimbursed for mileage/gas at $0.445/mile  Complete Payee Invoice and attach MapQuest or Google Maps at all times with starting location always FGCU Remember to include roundtrip!

LICENSED VENDORS If you are using Florida Gulf Coast University, FGCU, the Eagle Wings or Head, Dunk City, etc. in promotional items you wish to purchase, you must use a licensed vendor The above items are trademarked by the University Licensed vendors can be found at:

QUESTIONS ?